Supervisor Document Administration

Date Active

May 11, 2022 12:00:00 AM

Requisition #

22-1526

Hours Per Week

40

Location

200 Executive Blvd South-HF433

City

Southington

State

Connecticut

Job Description/ Requirements

If you're looking for a meaningful career, you'll find it here at Webster. Founded in 1935, our focus has always been to put people first--doing whatever we can to help individuals, families, businesses and our colleagues achieve their financial goals. As a leading commercial bank, we remain passionate about serving our clients and supporting our communities. Integrity, Collaboration, Accountability, Agility, Respect, Excellence are Webster's values, these set us apart as a bank and as an employer.

Come join our team where you can expand your career potential, benefit from our robust development opportunities, and enjoy meaningful work!

Position Summary:

 

Manage internal staff of the Document Management Department (combined onsite & mobile) in the day-to-day operations of the department's 5 key critical functions:

• Pipeline
• Ingestion
• Review
• Inventory (Library Services)
• Archive (Records Retention)

 

Responsibilities:

1. Manage Daily Operations of Document Management:

• Manage staff (Document Administration Analysts and Associates).
• Actively cross train staff to other department functions
• Leverage team to implement various project assignments
• Monitor pipeline of loans received from Commercial Loan Closing
• Participate in and oversee the daily activities around:
• Scan Commercial and Consumer Loan related documents to electronic work queues.
• Fulfill loan file requests from other areas of the Bank and external partners (DMI, outside counsel) within established SLA.
• Index documents to Document Management system when appropriate
• Archive records. Interface with cold storage vendor as necessary
• Maintain Inventory & archive tracking
• Monitor ongoing filing efforts.
• Interface regularly with other departments of the bank. (Compliance, Legal, Teams, Loan Servicing, Collections, etc.)
• Serve as primary interface for large scale file request projects -- examples include, but are not limited to, Audit (internal, external), Regulators, & Compliance.
• Manage order and functionality of document storage facility

1. Manage paper Records Retention functions assigned to Bank Operations

• Own the vendor relationship for paper off-site storage and shredding
• Coach to Records Retention schedule & perform due diligence for add in requests as pertain to paper and submit to central authority
• Play an active facilitator role with paper storage/shredding during campus & BC closings
• Review & submit bills for payment
• Review records transmittals for data accuracy
• Place orders for vendor supplies and services with vendor
• Perform annual vendor review
• Manage bank's database of records information with 3rd party vendor
• Address data gaps and discrepancies and recommend improvement strategies as necessary.

1. Ensure compliance with all regulations, policies, and procedures.

 

Experience:

• Candidates with advanced degrees (Associates, Bachelor's) preferred, yet a High School diploma or GED is required. Candidates with some combination of coursework and experience, or else extensive related professional experience, are eligible for consideration
• High level triage and problem-solving skills.
• Excellent collaborative skills (experience partnering with business professionals across a wide range of disciplines)
• Strong attention to detail
• Supervisory Experience
• Experience working with the Nautilus or OnBase Imaging Systems
• Experience with Excel